Frequently Asked Questions (FAQ)

How to use QuickBooks Software with Payroll Service?

Intuit designed an accounting service named as QuickBooks Payroll. It is a service which you activate to enable payroll features in your QuickBooks Desktop Software. Features you can choose from are Basic, Enhanced or Assisted Payroll. It is basically preferred by small and medium scale businesses. SMBs/MSMEs.

QuickBooks keeps all your accounting information and runs payroll for you. It is made to save your time running payroll right inside QuickBooks Desktop. It has both clouds as well as on-premises and it has several variations including Enterprise, Accountant, Pro, and Premier.

Using QuickBooks payroll service in QuickBooks, First, you need to figure out how to get them paid, and after that, you hire your first employee and checking the basic payroll requirements in company file. We are using the three-way to approaching the payroll processing- First Do payroll yourself, use payroll services like Square Payroll and hire accountants.

The process to setup QuickBooks Payroll service:

  • Step 1: Have all employees complete a W-4
  • Step 2: Finding and sign up the Employee Identification
  • Step 3: Choose your Payroll schedule
  • Step 4: Calculate and withhold income taxes
  • Step 5: Pay taxes
  • Step 6: File tax forms & employee W-2s

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I want to create an Estimate in QuickBooks. How can I create?

You can create your estimates in QuickBooks, email them to customers, and then convert them into invoices after you complete the work.
>Navigate to the Estimates
– Go to home screen, click on Menu and go to “Customers” select Estimate.
– Enter Estimate Details
– Click + Add new at the top of the drop-down + Details.
– Click Save in the bottom right corner.
– Enter the name of the products and services, click + Add new at the top of the drop-down menu options available
Enter the Quantity, Rate and Amount for the product or service you plan to provide.
– Click Save and Send to email the estimate to your prospective customer.
> Custom Form Style Estimates
– Go to Home Screen,then gear menu and beneath the Settings column choose Custom Form Styles.
– Form Styles main page, click New Style in the upper right
– Then choose from the styles available.
– From the Header section, and replace “Estimate”Click Save when you’re finished.
– Give your custom form style a name and Save.

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How do I Close the Book in QuickBooks Pro?

Closing the books related to accounting process of zeroing out your Income and Expense accounts and recording the company’s Net Profit or Loss onto the Balance Sheet. In traditional accounting (and traditional accounting software) you ‘close the books’ at the end of a year.
As normal accounting process, we also have an additional feature called Closing the Books. The main purpose of officially closing the books is to protect transactions in previous periods from being changed.
It is good Accounting practice to close past fiscal periods, not only the fiscal year. In QuickBooks Online, can individual fiscal periods (i.e. months) be closed?
The main purpose of officially closing the books is to protect transactions in previous periods from being changed. This is done by setting up and requiring a password to edit transactions past a particular date. Both Master and Company Administrators can set the closing date and password:
– Go to Gear icon > Company Settings/ Account and Settings.
– select Advanced.
– Go to Accounting section then, click on the Edit icon.
– Select Closing The Books checkbox.
– Enter a closing date. Transactions dated on or before the closing date cannot be changed without warning.
– Select Allow changes after viewing a warning to make a warning message appear.
– Select Allow changes after viewing a warning and entering a password to make the user also enter a password. Then enter the password in the two password fields below.
– Click Save then Done.

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How can I fix script error while using the QuickBooks?

QuickBooks uses web soul to show all web-based pages. Script errors(QuickBooks script Error) most frequently are caused by settings inside the browser.

At the time you tries to look at a webpage from QuickBooks Program, the specified web page may not get loaded or won’t specifically useful properly and accurately, more an idea saying “A problem has taken place in the script of this page” gets displayed. You don’t have to be compelled to strain concerning the safety of your info or any file obtaining broken, it’s a minor error that might be simply mounted and this error will never break your files or cause loss of any necessary knowledge.


Before performing any steps, turn off the notification about every script error in Internet Explorer 7, 8 or 9.

  1. Go to Internet Explorer.
  2. Go to Tools menu, select Internet Options.
  3. If the Tools menu is invisible, press the Alt key. It will display all hidden menus.
  4. Select the Advanced tab.
  5. Now clear the display a notification about every script error box.
  6. Click OK
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Getting QuickBooks unrecoverable error, How can I resolve it?

Basic step to fix QuickBooks unrecoverable error
1) Stop QuickBooks from computer
2) Open Sample file, then copy your company file
3) Run Auto-Recovery
4) Update QuickBooks application.

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How to Fix Overflow Error in QuickBooks Desktop?

Here are some of the instances where you may get overflows in QuickBooks:
• When you run the Verify Data utility, you see the error:
Problem: An overflow error has occurred. One of your accounts has exceeded the maximum value allowed.
• When you open your Chart of Accounts, one or more of your balance sheet accounts show overflow instead of an amount.
• When you run a report, one or more of the amount columns show overflow instead of an amount.
There are several possible causes:
• An account balance or other fields in your company file .
• Damaged transactions in your company data file.
• When a large quantity of a Group Item is changed to another large quantity, Overflow can appear next to the Group’s component items.
• An Inventory item with a value that is too large for the number of items.
• The format you are copying from an Excel spreadsheet does not match a format that is accepted by QuickBooks.

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How to set up QuickBooks Mac Desktop

If you have more than one client license, you may set up QuickBooks in multi-user mode to guarantee all user’s clients can access the file at the same time.

  • First of all, open the multi-user
  • After that, drag the QuickBooks server icon to the application folder.
  • After that, click Authenticate to modify the application folder and then enter the Admin username and password and then click OK.
  • After that, launch the QuickBooks and then open your company file.
  • After that, go to the file and select enable multi-user mode to share your company file

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How to Recover Deleted QuickBooks Data Files?

In this answer QuickBooks Data file is a piece of famous accounting software developed by Intuit, which are widely used by small to medium sized businesses. Information from QuickBooks is definitely vital and can’t afford to lose. So, always use auto save function every minute or just back up important QuickBooks files regularly.

Some incidents are beyond expectation at times. For example, sudden power outage, system crash, ransom ware virus deletes, hides or encrypts QuickBooks files, and you don’t create any backups. What can be immediately done to rescue your lost financial data on QuickBooks?

QuickBooks Recovery Tool to Recover Deleted QuickBooks Files

Step 1. Scan hard drive where you deleted QuickBooks files.
Step 2. Run quick scan and deep scan to find deleted QuickBooks files.
Step 3. Select the QuickBooks files the software found for you, and click “Recover”.

How to recover lost data with QuickBooks auto data recovery

Starting with QuickBooks 2011 R6 and QuickBooks 2010 R12, Intuit has implemented QuickBooks Auto Data Recovery, a feature that will automatically make a local backup copy of your company file for you. If you have one of the supported versions of QuickBooks you may see an additional folder show up on your computer, with a few new files. This is the QuickBooks Auto Data Recovery folder, and it will show up on its own.

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What is the file extension for QuickBooks?

There are different extensions for everything from Loan Manager and Financial Statement Designs to Online Banking and Images. Even you can find file extension for LGB which stands for Little Green Box. This file contains encrypted information on user names and passwords

QuickBooks File Extension List with Meaning.

  • .qbw is the main file type for a QuickBooks company file. All of your data is entered into this file.
  • A computer file could be a compressed file containing everything you would like to recreate your company file and QuickBooks setting. Use a computer file to safeguard your QuickBooks files against accidental knowledge loss.once you produce a backup, QuickBooks starts a log of transactions (.TLG) that you simply have entered since the last time you protected. To open a .QBB file, visit the File menu and click on Restore. Double-clicking the file and selecting Open from the File menu won’t restore or open a computer file.
  • This could be a compressed file that contains all the information of a QuickBooks company file, however not the info assortment, thus it’s abundant smaller than the .QBW or .QBB files. it’s helpful for transferring knowledge through the net as a result of the information file size is way smaller than any of the opposite file varieties and it is repaired to the total .QBW on the receiving finish.

Hope this answer will be helpful for you. 

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What is New in Quickbooks Desktop 2018?

Intuit has revealed the new and updated features for QuickBooks Desktop 2018. All the updated options are available on QuickBooks Pro, Premier, Accountant 2018 and Enterprise 18.0.

The new features are as follows:-
1) Multi-monitor support:- Users can use up to three connected monitors to view multiple pages.
2) Payroll liability payment reminder:- This feature is available to those who have an Enhanced Payroll subscription. When payroll liability payments are within seven days of their scheduled payment due date, the home page will display a red marker on the Pay Liabilities icon.
3) Past due stamp on invoices:- Users have the option to print “past due” on invoices, but can also turn this feature off. Users can also choose to print the past due notice on either emailed or printed invoice, or can customize it invoice to invoice.
4) Merge vendor records:- This feature provides a consolidated window to identify and merge duplicate vendor records. Users can search and sort for both active and/or inactive vendors, for the purpose of merging duplicate records. Up to four individual vendor records can be selected, one designated as the master record, then merged together. Users can optionally update vendor record fields on the master record before merging.
5) Copy and paste keyboard shortcuts:- Users can now copy and paste entire transaction rows with the shortcuts Ctrl+Alt+Y and Ctrl+Alt+V. This feature works for invoices, estimates, sales receipts, sales orders, credit memos, purchase orders and timesheets.
6) Cash/accrual toggle on reports:- Users can toggle displayed reports between cash or accrual basis. According to an Intuit blog post, This feature has been in high demand from customers.

Update Features Including:-

A) Search chart of accounts:- There is a new search box on the chart of accounts window that can be used to find and select a chart of account or sub-account by typing an account number, account name or partial words of an account name. Previously, users had to scroll through the list to find what they were looking for.
B) Email security:- Users can edit email preferences now to use “enhanced security,” which will enable security for emails sent from Gmail, Outlook, Hotmail, MSN and Windows Live accounts through QuickBooks.
C) Mobile inventory scanning:- Business users can pick quantities at a warehouse using a bar code device or Android phone to record inventory.

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How do I fix QuickBooks crashing opening files?

In this answer QuickBooks crashing any resources where I find out what is going on with QB Accountant 2015 since the latest Win10 update? I was having issues with QB opening files before but if I moved them to the desktop I could open them. Now I cannot open any file no matter where it is located.

The link that was given for problems with Win10 & QuickBooks crashing isn’t available anymore. I I have run repair (from uninstall menu), run intuits diagnose tool, uninstalled, run clean install and re-installed and still haven’t managed to fix the situation. On top of that I cannot actually get to talk to a person on Inuit’s help line. They keep saying they are transferring me and I end up thrown right back into the main line menu and getting nowhere.

Hope this answer will be helpful for you.

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How can I change the QuickBooks Payments bank account in QuickBooks Online?

  1. At the top > Account and Settings select the Gear icon .
  2. From the menu on the left, select Payments.
  3. Click the Edit icon,In the Recording Accounts section.
  4. In the drop down for Where should we record Payments deposits?, select the account you want.
  5. Click Save.

Please note, this changes are not  physical bank account change where funds are actually deposited. To change where your funds are being deposited:

  1. At the top > Account and Settings select the Gear icon .
  2. From the menu on the left, select Payments.
  3. Click on Manage Details, in the Merchant details section,
  4. Click the Account self serve section, then Account Profile.
  5. Click Edit, in the Deposit Account Information section,.
  6. Enter the last four of your business Tax ID or last four of your SSN if a Tax ID was not provided
  7. Click Submit.
  8. Change the bank account information
  9. Click Save.

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How to Create paychecks in QuickBooks Desktop?

Different options are available in QuickBooks Desktop to Run and create paychecks.

Checklist before paying your employees:

  1. Activate your payroll service, US or Canada.
  2. Download the latest tax table, US or Canada (if applicable).
  3. Download the latest QuickBooks Desktop release.
  4. Set QuickBooks Desktop to Single-user mode.
  5. Create employee payroll items.
  6. Enter employee withholding information (W-4 for US, TD1 for Canada) into QuickBooks Desktop (normally done when you initially set up your employee).
  7. If you want to pay employees through Direct Deposit, set up employee direct deposit information in the employee profile (applies to US only).
  8. Create paychecks in the same company file where you have been creating paychecks.

Paycheck options.

There are three (3) following options available in QuickBooks Desktop for creating paychecks.

  • Scheduled Payroll
  • Unscheduled Payroll
  • Termination Check

To create paychecks in QuickBooks Desktop.

  1. Choose Employees Pay Employees. Select the option that applies to you (click to read more below).
  2. Verify thePay Period Ends date, Check Dateand Bank Account the monies are drawn from.
  3. Choose the Printing Option that applies to you. (Click to read more below.)
  4. Check mark the name of employee(s) you want to pay.
  5. Enter or verify the employee’s amounts in the appropriate columns.
  6. Click Save & Nextto go to the next employee, or click Save & Closeto go back to the Enter Payroll Information
  7. When the checks are ready to be created, click Continue.
  8. In the Review and Create Paychecks window, review the Paycheck Options:
  9. Verify the amounts for each employee in the Review and Create Paycheckswindow, and click Create Paychecks.
  10. Print the paychecks or pay stubs now or later if desired.  See How to print paychecksand Print pay stubs for detailed steps.
  11. If you have QuickBooks Desktop Payroll Assisted or direct deposit paychecks, send your payroll information and direct deposit paychecksto Intuit (applies to US only).

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What is the maximum number of users we can add on QuickBooks Desktop Enterprise?

By Default QuickBooks Desktop Enterprise will use most 10 users.

And If you would like to extend user variety it is raised up to 30.The process of doing this is simple. Simply call QuickBooks Desktop Enterprise at +1-855-441-4417,and request for doing this.

As presently because the confirmation are created for adding 20 additional users you’ll be able to add them promptly.

To extend the QuickBooks users firstly you purchase a licenses for different numbers of users according to its need:

  1. QuickBooks Enterprise Solutions: requires up to 30 users.
  2. QuickBooks Premier: requires up to 5 users.
  3. QuickBooks Pro: requires up to 3 users.

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What are the new QuickBooks Desktop Security Updates & Information?

In this answer, QuickBooks desktop 2018 focuses on new and improved features that help accountants and their clients complete tasks with less effort. Join me for a review of these features!

We believe that protecting our customers’ sensitive data is one of our most important responsibilities. As a result, Intuit is reinforcing existing security features designed to help protect QuickBooks Desktop customers’ sensitive information.

Changes with this update

  • Users whose files contain sensitive data such as credit card numbers, social security numbers, or employer identification numbers will be asked to set a complex password when they next sign into the file after this update.
  • Users who have the “Credit Card Protection” feature on and can view full credit card data will also be asked to set a complex password, and they will be required to change their password every 90 days.
  • Other users asked to set up a password will not need to change their password every 90 days; however, Intuit strongly recommends changing passwords every 90 days.

What else do I need to know?

  • The administrator account holder will be notified if any users have not set up a password. This will help the administrator to secure the file by requesting that those users create a password, or by assigning a password directly to these users.
  • Customers using QuickBooks Desktop in multi-user mode will need to ensure that all users are on a supported version of QuickBooks Desktop and have installed the security update in order to address the security vulnerability.
  • Customers who have forgotten the admin password, and have also forgotten the hint to reset the password, must provide the email address that they used to register QuickBooks to access the password reset tool.
  • Customers running SDK applications that need to access QuickBooks in unattended mode must log in to QuickBooks after the security update for QuickBooks 2016/Enterprise 16 (R7) has been applied.

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